Invitation Letters

How to write a warm and friendly invitation letter:

1. The tone of an invitation should be always positive, in anticipation of a pleasurable occasion. Picture your guests smiling when they read your letter of invitation. Clever phrasing, poetry or a themed approach may be appropriate for an informal occasion, but you should express the details clearly.

2. Extend the invitation, naming the event and including the date, time, and place. If the event has a special purpose, such as honoring someone or celebrating an anniversary, state this.

3. Indicate if a gift is not expected if the event is a retirement, an anniversary, or a reception. If a gift is welcome, it is usually best to say nothing, except in the case of bridal or baby showers.

4. Indicate the appropriate dress, if there is any reason for question.

5. Express anticipation.

6. Ask for a response by a specific date.

7. Try to send your invitation letter two weeks or more in advance.

Be sure your invitation letter includes:

• The name of the person sponsoring the event (who is the host/hostess?)

• Exactly who is invited (can someone bring a guest, spouse, child?)

• What type of social event is being held

• The date, address, and time of the event

• Directions or a simple map if the location may be difficult to find

• What type of dress is appropriate or preferred

• The phone number and deadline to reply; precede these facts with “RSVP” (French abbreviation for “please reply”).

If you must decline to accept an offer, invitation, or gift, you should:

• Be gracious, whatever the reason is that you must decline.

• Thank the person for the invitation, offer, gift, suggestion, etc.

• State clearly that you are unable to accept.

• Briefly state the reason that you are unable to accept, if desired.

• In closing, restate your appreciation for the person’s consideration.

Need example invitation letters? We recommend 4,001 Business, Sales & Personal Letters. This collection includes many professionally written invitation letters. Empower your writing with: Must-know letter-writing tips Expert help every step of the way Appropriate phrases and sentences Words writers agree work the best  Learn more You will get a variety of invitation letters for each of these topics: Extend an invitation Extend a formal invitation Extend an invitation for a job interview Extend an invitation to a business social event Extend an invitation to a personal social event Extend an invitation to attend a trade show, seminar, or conference Extend an invitation to join an organization Extend an invitation to open an account Extend an invitation to participate in or attend a fundraising event Extend an invitation to speak or perform Extend invitations to seasonal parties: Halloween, St. Patrick's Day, Valentine's Day, etc. (business and personal) Extend invitations to winter holiday parties (business and personal) Invite a customer to request a sample product or more information Invite a prospective customer to a sales appointment, presentation, or demonstration Accept an invitation Accept a formal invitation to a social event Accept a request to serve in an honorary position Accept an informal invitation to a social event Accept an invitation to a business appointment Accept an invitation to an event Accept an invitation to join an organization Accept an invitation to speak or perform Announce or cancel an invitation Announce a broken engagement Announce a business anniversary Announce a class reunion Announce a job-related party or retreat Announce a routine meeting Announce a special meeting Announce an engagement in a personal letter Announce an engagement with an invitation Announce the graduation of a son or daughter Cancel a wedding Cancel or postpone an invitation Confirm or decline an invitation Confirm a guest's attendance at a conference or symposium (organizer's letter) Confirm a speaker's or special guest's attendance Confirm your own attendance as a speaker or special guest Decline an invitation to an event Decline an invitation to join an organization Decline an invitation to speak or perform Get the right words for your letters in three easy steps: Choose from a variety of prewritten invitation letters that cover many common situations. Copy your letter directly into Microsoft Word or your favorite word processor. Or let our software guide you step-by-step through the writing process, suggesting sample phrases and sentences for each writing step. In minutes, you can write an effective invitation letter. Print your invitation letter and send it!